Checklists

PLANNING A FUND-RAISING EVENT 11-1-2003

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by Martha Cooke |
November 01, 2003

The following checklist was compiled with the help of Bill
J. Harrison, CFRE, corporate director of fund development for Blood
Systems, 6210 E. Oak St., Scottsdale, Ariz. 85257;bharrison@bloodsystems.org

BASIC EVENT PROFILE

Name and purpose of event

Date, time and location

Number of attendees expected

Estimated cost of event

Per-attendee registration fee

Projected revenue generated

FACILITY SELECTION

Is the available space suitable in size and shape?

Is the room rental fee within budget?

Is there an adequate public-address system, if needed?

Are power outlets well placed and accessible?

Are there clear sight lines to where staging or entertainment
will take place?

Can the space accommodate audiovisual needs?

Will there be a head table? If so, where will it be
placed?

Is there a convenient area to set up registration tables?

FOOD AND BEVERAGE

Will the event include a reception, buffet or sit-down
meal?

What is the per-person budget, including gratuities?

Will there be a cash bar, or will drinks be hosted by an event
sponsor?

SPEAKERS AND ENTERTAINMENT

Will there be a guest speaker?

What is the nature and goal of the speech or presentation?

Will the speaker be paid a fee or an honorarium?

Would a celebrity or an industry VIP speaker be appropriate?
(If so, be sure to book early.)

Does the speaker or entertainer have books or tapes to sell
on-site?

What kind of A/V will be needed?

Will special staging or power hookups be required?

How much time should be allotted for the presentation or
entertainment?

Will hired talent need travel and hotel reservations?

Has an attorney reviewed all contracts and guarantees?

PROMOTION TOOLSConsider the methods of promotion to be used before,
during and after the event, and make necessary arrangements.

Press releases

Posters and flyers

Public-service announcements

Talk-show appearances

Press conferences and media receptions

Local newspapers and TV news outlets

OTHER CONSIDERATIONS

Will the organization be required to solicit sponsors, prizes
and favors for the event? Who is responsible for handling these
tasks?

How will checks for vendors be issued? When is payment due?
Will the cash flow be adequate?

Are reporting channels clear? What are the limits of authority
for each area of responsibility?

Do any contracts specify special conditions that must be met,
such as first-class airline tickets for VIPs, the use of union
labor, F&B minimums, etc.?

For an outdoor event, is there a contingency plan in case of
foul weather?

How will names of attendees be gathered and archived for
follow-up contact?

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